Managing Cash Flow
Cash Management
The process of forecasting, collecting, disbursing, investing, and planning for the cash a company needs to operate smoothly
Cash Flow Cycle
Order goods Receive goods Pay invoice Sell goods Deliver goods Send invoice Customer pays Total
14 25 178 3 9 50 240 days
Cash Flow
CASH SALES
CASH
ACCOUNTS PAYABLE
ACCOUNTS RECEIVABLE
PRODUCTION/CASH PURCHASES
INVENTORY
Cash Budget
A cash map showing the amount and the timing of cash receipts and cash disbursements on a daily, weekly, or monthly basis
Cash Budget
Step 1 Determining an Adequate Minimum Cash Balance Step 2 Forecasting Sales (pessimistic, most likely, optimistic) Step 3 Forecasting Cash Receipts Step 4 Forecasting Cash Disbursements Step 5 Estimating the End-of-month Cash Balance
Forecasting Sales for a Business Start-up
Example No. of cars in trading zone 84,000 % imported 24% No. of imported cars in trading zone 20,160 Average expenditure in repairs $485 Total repair sales potential $9,777,600 Estimated share of market 9.9% Sales estimate $967,982
Causes of Cash Flow Problems in Small Business
Difficulty collecting A/R Seasonal sales patterns Unexpected variations in sales Weak sales
29.7% 22.8% 15.4% 13.1%
Collecting Delinquent Accounts
No. of Months Delinquent 1 2 3 6 9 12 24 % Probability of Collection 93.8% 85.2% 73.6% 57.8% 42.8% 23.6% 13.6%
Big 3 of Cash Management
Receivable collect early Accounts Payable stretch payments Inventory don’t tie up cash in wrong inventory
Accounts
Cash Flow Concerns
Collecting A/R Paying bills on time Having enough cash to attract new clients Tracking cash flow Meeting payroll
35% 26% 22% 11% 6%
Accounts Receivable
Credit and collection policy Screen customers before extending credit Write a firm credit policy/let customers know Send invoices promptly, clearly and accurately Encourage prompt payment Take immediate action when an account falls overdue
Accounts Receivable
Encouraging prompt payment Clear, accurate, timely invoices Clear description and account number Prices and language that agree with the price quotation on orders and contracts Highlighted balance due and terms Contact info
Accounts Receivable
Collection Blunders Delaying collection calls Failing to clearly ask for payment Sounding desperate Talking tough Trying to find out the customer’s problem
Asking customers how much they can pay Continuing to talk after getting a promise to pay Calling not prepared Trusting your memory Letting the computer control collection efforts
Accounts Receivable
Other Techniques to Accelerating A/R
Use email or fax for orders and invoices Send invoices as soon as goods are shipped Highlight invoice due date and late payment penalties Restrict credit until all bills are paid Deposit daily Closely monitor top 20% of customers who make 80% of receivables Ask for partial payment up front Watch out for customers that are going bankrupt Consider lockbox services Track results of collection efforts Consider a security agreement
Accounts Payable
Verify all supplier invoices before paying them Stretch payment as far as practical Take advantage of cash discounts Get favorable credit terms Work out payment terms Use credit cards
Inventory
Shed slow-moving inventory Schedule delivery dates at the latest possible Get from fastest suppliers
Coping with Cash Crunch
Investing personal funds Postponing purchases Obtaining line of credit Using a credit card Using a short-term loan Leasing rather than purchasing
28% 18% 18% 12% 11% 4%
Avoiding the Cash Crunch
Barter Trim Overhead Costs Sell gift cards Switch to ZBB Look out for employee theft Keep business plan current Invest surplus cash
Avoiding the Cash
Ask for discounts or freebies Periodically evaluate expenses Lease, instead of buy Avoid nonessential outlays Negotiate to cash flow cycle Buy used or reconditioned equipment Outsource Control employee advances or loans Develop system for check fraud Change shipping terms